Elicitation Techniques

✅ 1. What is Requirement Elicitation?

📌 Definition:

Requirement Elicitation is the process of gathering information from stakeholders, users, and subject matter experts to understand their needs, problems, and expectations for a system or process.

💡 Goal: To discover, clarify, and document the real needs of stakeholders to ensure that solutions align with business objectives.

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✅ 2. Importance of Elicitation Techniques

Reason	Benefit
Understand stakeholder needs	Ensure the right problems are solved.
Clarify ambiguous requirements	Avoid misunderstandings and rework.
Engage stakeholders early	Gain buy-in and support for the solution.
Uncover hidden requirements	Ensure comprehensive requirement gathering.
Facilitate better communication	Bridge gaps between business and technical teams.

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✅ 3. Common Elicitation Techniques for Business Analysts

Technique	Description	Best Use Case
Interviews	One-on-one conversations to gather detailed information.	When deep insights from key stakeholders are needed.
Workshops	Group sessions to collaboratively gather and analyze requirements.	When multiple viewpoints need alignment.
Surveys/Questionnaires	Written sets of questions sent to a large group.	When input from many stakeholders is required.
Observation (Job Shadowing)	Watching users perform tasks to understand processes.	To analyze real user behavior and workflow.
Document Analysis	Reviewing existing documents and systems for insights.	When legacy systems or processes are involved.
Brainstorming	Generating ideas in a group without immediate judgment.	For creative solutions and innovation.
Focus Groups	Discussions with a group of stakeholders to gather feedback.	When seeking consensus or diverse opinions.
Prototyping	Creating mockups or models of the solution.	To visualize requirements and refine them.
Mind Mapping	Diagramming ideas around a central concept.	To explore and connect complex requirements.
Requirements Workshops	Structured workshops focused on requirement gathering.	For in-depth discussion and validation.

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✅ 4. Detailed Explanation of Popular Elicitation Techniques

🔹 a. Interviews

• Purpose: Gain in-depth understanding of stakeholder needs.

• Types:

  • Structured (pre-defined questions).

  • Unstructured (open conversation).

• Example Questions:

  • "What are the main challenges you face in your daily work?"

  • "What functionality would help you perform better?"

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🔹 b. Workshops

• Purpose: Interactive sessions for requirement gathering and clarification.

• Benefits:

  • Align different stakeholder views.

  • Faster decision-making.

• Tips:

  • Use facilitation techniques to manage discussions.

  • Have a clear agenda and goals.

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🔹 c. Surveys/Questionnaires

• Purpose: Collect data from many stakeholders quickly.

• Tips:

  • Keep questions concise.

  • Use both open and closed-ended questions.

• Example: Google Forms, Microsoft Forms.

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🔹 d. Observation (Job Shadowing)

• Purpose: Understand real-world processes and problems.

• Types:

  • Passive: Watching without interaction.

  • Active: Asking questions during observation.

• Example: Watching a customer service agent handle calls.

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🔹 e. Document Analysis

• Purpose: Review existing documentation like user manuals, process flows, reports.

• Benefits:

  • Understand current processes.

  • Identify gaps and pain points.

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🔹 f. Prototyping

• Purpose: Develop early versions (mockups, wireframes) of a solution to gather feedback.

• Tools: Figma, Balsamiq, Adobe XD.

• Benefit: Visual representation of requirements, reduces ambiguity.

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✅ 5. Choosing the Right Elicitation Technique

Project Situation	Recommended Technique(s)
Gathering requirements from a key expert	Interviews
Aligning different stakeholder views	Workshops, Brainstorming
Collecting feedback from many users	Surveys, Focus Groups
Understanding actual workflows	Observation, Document Analysis
Exploring creative solutions	Brainstorming, Mind Mapping
Clarifying complex requirements visually	Prototyping, Wireframes

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✅ 6. Role of Business Analyst (BA) in Elicitation

BA Responsibility	How it Supports Elicitation
Identify stakeholders	Engage the right people for information.
Plan elicitation activities	Choose appropriate techniques based on context.
Facilitate sessions	Ensure productive interviews, workshops, etc.
Document findings	Record accurate and complete requirements.
Clarify and confirm understanding	Avoid misinterpretation of needs.
Validate requirements with stakeholders	Ensure alignment and agreement.

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✅ 7. Common Challenges in Elicitation and Solutions

Challenge	Solution
Unclear stakeholder needs	Use interviews, workshops, prototyping to clarify.
Conflicting requirements	Facilitate workshops to resolve conflicts.
Unavailability of stakeholders	Use surveys/questionnaires as an alternative.
Communication barriers	Use visuals like process maps, prototypes.
Hidden requirements	Combine multiple techniques (interviews + observation).

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✅ 8. Summary of Elicitation Techniques

Aspect	Explanation
Goal	Understand true needs and requirements.
Methods	Interviews, Workshops, Surveys, Observation, Prototyping, etc.
BA Role	Plan, facilitate, document, and validate.
Challenges	Address via proper planning and technique mix.

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🚀 9. Next Steps / What You Can Ask for:

• Want templates for interviews, surveys, or workshops?

• Need examples of real-world elicitation questions?

• Looking for tools to support elicitation (online, remote tools)?